Administrative Assistant - Child Care Resource and Referral - Tillamook

Position Title: Administrative Assistant - Child Care Resource & Referral

Location: Tillamook Service Center

Department: Early Learning

Compensation: Classified Salary Schedule, Range A $19.85 - $23.72 per hour; DOE

Bargaining Unit: OSEA

Days per Year: 220

FTE: 1.0

NW REGIONAL ESD’S MISSION STATEMENT: In partnership with the communities we serve, Northwest Regional ESD improves student learning by providing equitable access to high quality services and support.

General Description

The primary purpose of this position is to provide a variety of clerical and secretarial support involving word processing, data entry and retrieval, filing, and recordkeeping for an assigned Administrator or program. May serve as the key contact for a department or program. This position requires intermediate level clerical skills to perform a range of tasks. It also requires detailed knowledge of the specific assignment and department/NWRESD procedures related to the duties assigned. Employees are expected to exercise judgment and independent decision making within those procedures. Generally, these assignments may require regular use of three or more software solutions generally used by NWRESD with facility and accuracy.

QUALIFICATIONS: Knowledge, Skills & Abilities Required To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

1. High school diploma or GED
2. Bilingual – Spanish/English preferred
3. Valid driver’s license

KNOWLEDGE, SKILLS, and ABILITIES:

1. High level of communication/interpersonal skills
2. Ability to work independently on complex tasks
3. Excellent verbal and written communication skills
4. Possess organizational skills for optimally prioritizing and managing multiple tasks, demonstrating initiative and problem solving skills
5. Experience with Microsoft Office Suite and Google Drive
6. Ability to maintain the integrity of confidential information and able to respond sensitively to questions about student, family and staff matters
7. Solid understanding of spelling, punctuation, capitalization, word usage and sentence structure of the English language
8. Experience with data entry
9. Ability to compose a finished product from rough copy or verbal instructions
10. Ability to work under pressure and tight timelines

Essential Responsibilities.

1. Perform various clerical tasks and secretarial duties for the assigned Administrator to include: maintaining calendar, scheduling meetings, assistance with documentation, correspondence, phone calls, paper and electronic filing, collection of data, meeting minutes and preparation for meetings
2. Independently prepare, maintain, and disseminate records/files; establish and update manual and computerized recordkeeping systems; retain and retrieve files, data, and related information requiring knowledge of department procedures
3. Compose, reviews, edit, and proofread documents and reports in Word using accurate business English, including composition, spelling, grammar, punctuation, and letter format
4. Initiate completion of regularly recurring reports, correspondence, and duties related to the program’s fiscal year
5. Process requisition, reimbursements, purchase orders, invoices, and reports including appropriate documentation and assuring appropriate approval and account coding using the fiscal software system and intermediate to advanced functions in Excel
6. Receive, receipt, and record fees; perform various posting and balancing of assigned portions or records and accounts
7. Process and distribute documents such as mail, staff time sheets, building facility use, work orders, student rosters, schedules, newsletters for the purpose of disseminating information to appropriate parties for action
8. Data entry and retrieval (including uploads to Word and Excel) from various software systems used by NWRESD
9. Order and distribute supplies; replenish office supplies
10. Update website for program/department
11. Update or develop forms for use in the delivery of assigned tasks
12. Assist other personnel in order to ensure efficacy of NWRESD work
13. May train other employees in basic applications, processes, or procedures
14. Assist as requested with meeting registration, set-up and clean up
15. Perform other job duties as assigned

Note: The description contained herein reflect general details as necessary to describe the principle functions of this job, the level of knowledge and skill typically required, and the scope of responsibility, but should not be considered an all-inclusive listing of work requirements. Individuals may perform other duties as assigned, including work in other functional areas to cover absences or relief, to equalize peak work periods, or otherwise to balance the workload.

NWRESD believes that every individual makes a significant contribution to our success. The administration reserves the right to modify, add or remove duties as necessary that still reflect the essential functions of the department. It is our expectation that every employee will offer their services wherever and whenever necessary to ensure the success of the ESD’s goals.

Equal Opportunity Employer

Northwest Regional Education Service District is an equal opportunity employer; committed to building an inclusive community and an environment free from discrimination, harassment, and retaliation. We are proud to be an antiracist organization. We work to understand how racial ideology is manufactured and how it impacts the lives of our staff and those we serve.

Northwest Regional Education Service District is proud to be an antiracist, Equal Employment Opportunity and Affirmative Action employer. We are committed to ensuring diversity and inclusion in all aspects of recruitment, selection, and employment without regard to race, disability, gender identity/expression, sexual orientation, national origin, ethnicity, religion, veteran or military status, or any other category protected under the law.

Northwest Regional Education Service District is committed to providing reasonable accommodations in our recruitment procedures for individuals experiencing a disability. If you need assistance or accommodation due to a disability, please contact us at hrhelp@nwresd.k12.or.us. Persons who are deaf, hard of hearing, or have limitations in their speech may contact the district for assistance through the Oregon Telecommunications Relay Service at 1-800-735-2900.